City of Seattle Invitation to Bid #CTY-2020
Addendum
Updated 3/26/10
The following is additional information regarding Invitation to Bid #CTY-2020, titled Parts and Supplies for Fire Hydrants, Drainage and Waste Water, Parts and Accessories for other Water Operations released on 3/3/10. The due date and time for responses has been updated to 4/2/10, 10:00 AM (Pacific). This addendum includes both questions from prospective bidders and the City’s answers, and revisions to the ITB. This addendum is hereby made part of the ITB and therefore, the information contained herein shall be taken into consideration when preparing and submitting a bid.
Item # / Date Received / Date Answered / Vendor’s Question / City’s Answer / ITB/RFP Revisions1 / 3/19/10 / To allow time to answer question that were received, the bid due date has been updated to 4/2/10, 10:00 AM.
2 / 3/26/10 / Add the following language to ITB, page 4, Rebate: If the vendor agrees to Interlocal Agreement Sales on the Offer Form, sales conducted within this contract authority to other jurisdictions shall also incur the 3% rebate which shall be calculated and paid to the City of Seattle, unless the City instructs the vendor otherwise through written notice.
3 / 3/11/10 / 3/26/10 / Discrepancy in separate paragraphs with one stating no alternate and the other allows for an alternate. / If a brand name is called for then an alternate is not acceptable. If there is just a description with no brand name noted than an approved alternate will be considered.
4 / 3/11/10 / 3/26/10 / One section calls for materials to meet AWWA standards and in a separate section the call out is for National Water Works Association. Are these the same? / Typo. Reference to National Water Works Association standards on Page 4 of the ITB should be replaced with AWWA.
5 / 3/11/10 / 3/26/10 / Specific invoicing requirements have been requested. Are there allowances if the operating system does not allow for these? / Page 8, of the ITB, Invoicing, Replace with the following language with: The Vendor is required to provide a method for tracking the cost of the item to the City, so that pricing discounts can be easily tracked and verified by the City with each invoice
6 / 3/11/10 / 3/26/10 / Regarding the 3% rebate, If we are lower than the 3% range and do not acknowledge the 3% would we be non responsive? / Yes
7 / 3/11/10 / 3/26/10 / Same question pertaining to the 2%. Would we be non responsive? / Yes
8 / 3/11/10 / 3/26/10 / Are we allowed to determine how the 2% would apply? / Yes, see ITB, page 4
9 / 3/11/10 / 3/26/10 / There is a call out for 5day adequate inventory. Currently we have a contract with the city with specialty items that do not allow for 5days. Our current performance past 5 days on such items has been acceptable will this hold true on the new contract. / Specialty items are excluded from this requirement. Timeline for delivery of specialty items should be coordinated and agreed upon by the vendor and ordering department.
10 / 3/11/10 / 3/26/10 / In the section Returns and Restocking regarding non standard items. If we take exception to the contract would we be considered non responsive? / Yes
11 / 3/11/10 / 3/26/10 / Vendor Increases. PVC pipe and other commodity items are pricing at time of shipment. How would the city treat this? / On the fixed product pricing, it is the responsibility of the bidder to anticipate market changes to the extent possible, and be included in their quotes for products or services. On Discount from Manufacturer List, the manufacturer price may increase as long as the discount off remain the same.
12 / 3/11/10 / 3/26/10 / Regarding the two year period before an increase in pricing…Vendors do extend pricing for two years let alone requesting one year,Can this be changed to reflect one year? / Yes, See ITB, page 7, “Fixed Product Pricing”, 3rd sentence - Replace with the following language: Requests by the Vendor to increase pricing shall be no sooner than one year after the execution of the contract, are at the discretion of the Buyer; and must also be:
13 / 3/11/10 / 3/26/10 / City and City contractors. Contractors would receive the same unit pricing as the city if we acknowledge? If the contractor is purchasing than a rebate would not apply correct? / Page 8, ITB, Selling to City Vendors. Spends derived from vendor sales to City contractors will not be counted toward the Vendors rebate commitment.
14 / 3/11/10 / 3/26/10 / Call out for recycle paper, is email an acceptable substitute. / Page 8, ITB, recycled paper is part of the effort to support the City policy regarding the use of environmentally products. In those instances where paper products are needed in the course of implementing the contract, the use of environmentally preferable products (paper) are required. Emails, for the most part, is electronic, and is not considered as paper. However, the ITB must be submitted in a hard-copy form, see ITB, page 10.
15 / 3/11/10 / 3/26/10 / It states that the city has entered into inter-local agencies,to what extent and what area? / Pages 14, 15, ITB, states, in part, that public agencies that file an Intergovernmental Cooperative Purchasing Agreement with the City of Seattle may purchase from Contracts established by the City. This covers public agencies within the Pacific Northwest, as well as, nationally.
16 / 3/11/10 / 3/26/10 / Specific brand name items with no alternate allowed. Can these be moved to another city contract that had like items? / No
17 / 3/17/10 / 3/26/10 / If another local agency in agreement were to piggyback on the city contract would they receive the rebate as set up with SPU? / See answer to #2 above
18 / 3/17/10 / 3/26/10 / Many of our vendors pricing sheets have separate categories and subsections with different discounts. Can we attach a separate template to the bid so that we have room to note? / ITB, Page 6 -10, Discount Rates. Discount rates established in this section will not be used to determine the best bidder. As such, you may attach a separate template to the bid to provide additional information.
19 / 3/17/10 / 3/26/10 / A) On the bid offer sheet page 6 of 10 are listed brands, Iowa, Ludlow and Pacific States. I would like to have clarified if these are for hydrant parts.
B) Can we price on application for non-standard available parts? / Yes, these brands are for hydrant parts and whatever else they may supply.
Prices should be based upon discounts for parts manufactured/brands by IOWA, Ludlow, and Pacific State.
20
21
22
23
24
25
Page 1 of 4